Calling the Shots: Mastering Show Calling for Seamless Events (and Avoiding Disaster!)

Ever wondered how those massive events pull off a flawless show? A big chunk of the magic lies in the hands (and voice) of the show caller. They're the conductors of the event orchestra, making sure everyone's playing the right note at the right time. As an event pro, I've seen firsthand how show calling can take an event from "Everything went well" to "Gee the timing was bit off." So, let's dive into the secrets of this crucial skill.

Effective show calling boils down to crystal-clear communication. The standard format is your best friend:

"Stand by" + (Role 1, Instruction 1) + (Role 2, Instruction 2) + ... + (All Roles) + "Go"

Let's break it down with an example:

"Stand by Vision (Operator), IMAG (Instruction) – that means camera on screen, by the way, not a typo! – Audio (Operator), Lectern mic open (Instruction), Lighting (Operator), Stage wash (Instruction). Vision, Audio, Lighting... Go!"

Or, for a streamlined approach when roles are clear:

"Stand by IMAG, Lectern mic open, Stage wash... Go!"

Why this format? It's all about efficiency and clarity. Giving specific instructions to each role before the "Go" lets operators prep. This means they don't have to constantly check the script, so they can focus on nailing their cues.

Think of it like a well-oiled machine. The "Stand by" is the heads-up, the individual instructions are the perfectly timed gear changes, and the "Go" is the power button, setting everything in motion.

The key to pro-level show calling is timing. A seasoned show caller delivers the instructions with enough time for a brief pause before restating the roles, and giving that all important "Go". This avoids any scrambling or confusion. We're not trying to test anyone's reflexes; we're aiming for synchronized precision. Like a perfectly choreographed dance, but with less glitter (usually).

Other common instructions are "long stand by" meaning the operator should chill for a bit because the speech or break or whatever is going to go for a while, “Stay frosty” which means the script is fluid or unclear and the show call will be as good as it can be in the situation.

"Ducks on the pond" is another more general Comms saying, which means the client is on Comms, and swearing (especially about the client) and other less professional conversation is to be avoided.

Now, let's look at some common show-calling sins:

The "Roll the Dice" Call:

"There's a video coming up, and a slide change… Go Video!"

This is a one-way ticket to chaos. Multiple instructions for the same role before the "Go" create a recipe for disaster. Will the operator play the video? Advance the slide? Both? And in what order? This type of call is basically leaving things to chance, and can easily lead to mistakes, like playing the wrong video or having visuals and audio out of sync. The instructions should always be before the “Go!”

The Solution? Clarity and Specificity (and a little humility):

Instead of the "Roll the Dice" call, a more effective approach would be:

"Stand by Vision, Video 1... Correction, Slide 3…Vision Go!....My bad"

By clearly stating each instruction and assigning it to the correct role, you minimize the risk of errors and ensure a smooth transition. And hey, everyone makes mistakes. A quick "my bad" goes a long way!

Not all great show callers started out as technicians, but having a basic understanding of the technical side of things definitely helps you make more informed calls. You might be the world's best event manager, but if you're struggling to focus on the script during the show because you're also trying to manage everything, then maybe you need to bring in an experienced show caller. It's an investment that can seriously elevate your events.

Stand by smoother event, smoother event….Go.